Appointment Letter Format – 20+ Free Sample Template in Word Doc & PDF

If you're searching for the right appointment letter format or need a ready-made appointment letter sample, you're in the right place. This page offers 20+ free appointment letter format templates in Word and PDF. These professional and customizable samples help HR managers, startups, and employers quickly draft accurate and legally compliant job appointment letters.

What Is an Appointment Letter?

An appointment letter (also called a letter of appointment or employment offer letter is an official and formal document issued by a company to confirm the employment of a selected candidate. It is typically sent after the candidate successfully completes all interview rounds and is selected by the hiring team. This legally binding document outlines essential details such as job title, salary, joining date, work location, reporting structure, and the terms and conditions of employment. Issued on the company’s letterhead, the appointment letter serves as a formal job offer and employment confirmation.
 

Whether you’re looking for a simple appointment letter format in Word, a detailed appointment letter sample, or want to learn how to write one from scratch, this guide has everything you need.

Appointment Letter Format – Key Elements & Downloadable Sample

Creating a well-structured appointment letter format is a crucial step in the recruitment and selection process. It formalizes the job offer and ensures that both the employer and the employee are aligned on job expectations. The Human Resource department plays an important role in drafting this letter clearly and professionally.

A proper appointment letter format in Word or PDF should include all relevant employment terms such as job title, salary, working hours, benefits, company policies, and other important clauses. Below is a detailed, ready-to-use appointment letter sample you can download or customize. This format helps employers offer full transparency to the candidate, allowing them to confirm their joining date and accept the job by signing the letter.

Standard Appointment Letter Format (Sample Template)

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Sample Template of Appointment Letter Word Format & PDF

We have created an Appointment Letter Sample Template, which is attached below to learn about the right appointment letter format and made each sample free to download in MS Word and PDF format which will help you learn how to write a better appointment letter.

Before we proceed, it is worth mentioning that the term appointment letter can have two different implications. When people speak of an appointment letter, they refer to an appointment letter issued by a company to its new employee, confirming the employment. But an appointment letter may also mean a letter written requesting an appointment for a specific meeting. For example, while applying for a visa, an individual will write a letter of appointment requesting to schedule the visa appointment. The appointment letter sample below will help clarify the difference.

Now back to the letter of appointment. After all the formalities of the recruitment process have been completed and verified, and if the candidate is selected, the company will issue an offer letter before releasing the appointment letter for the job.

How to Write an Appointment Letter – Step-by-Step Guide

If you're wondering how to write an appointment letter, this guide will help you draft a professional and legally sound document. A well-written appointment letter format confirms the job offer to the selected candidate and outlines all key terms and conditions of employment. Whether you're creating an appointment letter sample from scratch or using a pre-designed Word or PDF template, the following steps will ensure your letter is clear, formal, and comprehensive.

 

Steps to Write an Appointment Letter (With Format)

1. Use a Professional Letter Format
   • Start on your company letterhead
   • Include the date, candidate’s name, and address
2. Begin with a Formal Greeting & Opening Statement
   • Congratulate the candidate on their selection
   • Clearly state the job title and your offer of employment
3. Include Key Job Details
   • Mention the joining date, job location, and work hours
   • Add the monthly salary, CTC, and any probation period
4. State Terms and Conditions of Employment
   • Summarize company policies, working rules, and code of conduct
   • Add a confidentiality clause, termination clause, and reference to HR policies
5. Acceptance Clause
   • Ask the candidate to sign and return a copy as acceptance
   • This confirms that the candidate agrees to the terms stated
6. Add a Closing Statement
   • Express your excitement about the candidate joining
   • Maintain a professional but warm tone
7. Signature Block
   • Include the employer's name, designation, and official signature
   • Add the company seal/stamp for official validity

 

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This approach ensures your appointment letter is not only legally valid but also easy for the employee to understand. Be sure to mention all critical details like start date, job title, office location, manager’s name, and background verification clauses if applicable. For companies with a legal department, it's advisable to get the draft reviewed before issuance.

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